3.1.3 PROMs collection

Guide for PROMs collection

Two methods exist for collection of Patient Reported Outcome Measures, electronic (WebScores) and paper

Paper collection - Online guide (SweetProcess)

1. Questionnaire bundles are located in the office.
   1. Additional Questionnaires for printing can be found here
2. ALL new patients recruited to the registry must receive Pre-op questionnaires for their relevant booked surgery. Pre-op bundles also include the Consent Form
3. EBMA will send a list of patients identified as requiring information collected
   1. Table 3.1.3 below is a dynamic list of patients requiring information gathered during a consult day or before surgery as a last resort.
   2. It identifies the Cohort of interest (sometimes patients may have multiple treatments), which timepoint the patient is at to help identify which bundle of questionnaires they need, whether the work and sport history is required (included in patient bundles), Complications due (6w compulsory), height, weight, consent, hand dominance and RoM due. These last 5 are required at preop, but if they are missed, can be taken at follow-up timepoints.
4. Gather relevant PROMS from the printed bundles and give to patient to complete
5. Collect PROMs back from patient
   1. CHECK that they complete all questions, as one question missing often means the whole questionnaire is invalid!!
6. Add PROMs to pile to be scanned

Electronic collection - Online guide (SweetProcess)

This can be done in either Socrates or Genie.

Genie:

1. Find the specific patient record in Genie for the patient
2. Two QR codes for scanning will be attached to the patient file for each condition they are, or have been, treated for
   1. QR-Socrates_[side] [joint] will be used to access the patients scores available from Socrates
   2. QR-MODEM_[side] [joint] will be used to access the patients MODEM score, pre-filled with their patient ID and surname
3. Find the QR codes relevant to the current condition as identified in the consult list
   1. Note that sometimes it may be necessary to get questionnaires from a patient for a previous treatment. These will be identified in the consult list as well, however the QR codes to scan may be further down the list of

Socrates:

1. Find the specific treatment record in Socrates for the patient as identified in the consult list
2. Click the QR code as pictured below
3. Open your QR code reader on your tablet. If you do not have a QR code reader, contact EBMA immediately
4. Scan the QR code using the app on the tablet
5. Once the web page opens on the tablet hand it to the patient for them to complete each questionnaire

N.B. It may be beneficial to load all the webscores due onto the tablet at the start of the day. This will save time and allow a smooth transition between patients. However be sure to hand the tablet to the patient with the correct questionnaires so they do not complete someone else's.

N.B. The webscore server automatically refreshes every 10min, however sometimes the need arises to do a manual refresh, if a new patient has been added and you need the scores now for example. This can be done by doing a Send/Receive Scores push as shown in Figure 3.1.3.c below. This can be done from any screen in socrates, as long as you're logged in.